[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM120516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 5, 2016

The Board of Commissioners met at 8:00 am on Monday, December 05, 2016. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes. Commissioner Mike Smith participated via telephone.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
Ron Sandstrom makes a motion to contact Mike Smith by telephone for participation in this meeting. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith joins the meeting via telephone.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The Highway Department is not in attendance secondary to the ongoing snow storm. A lull in the icing conditions of last week allowed the crew to use the road grader to remove pot holes. Grachen, Grison, Bern Drive and the parking lot on Huttwil were graded. The replacement culvert for 43 Oak Ridge Road was done last week as well. No known equipment issues. No update on the transmission issue reported last week on the backhoe.

3. Water

The need for a heater at the Reinach station is discussed. Cost difference between electric and propane for heating the station is discussed. Larry Leonard makes a motion to obtain a quote for an electric heater at Reinach station. Ron Sandstrom seconds the motion. Discussion continues regarding electric vs. propane costs, initial set up charges and the expected payback time frame for the expenditure. As electric costs at this station vary $100 during winter versus summer months, cost for electric heat for one year is $500. With the initial set up for propane quoted at $2,155 plus propane tank costs, Larry Leonard states that an electric heater should be purchased. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith no and the motion passed 2-1 with Mike Smith voicing objections to electric heat. Mike Smith makes a motion to begin the process of installation for the Rinnai propane heater at Reinach station. Ron Sandstrom seconds the motion. Discussion continues regarding cost versus payback, off-peak pumping hours for electric cost reduction and the long-term plan to have all stations heated with propane. Mike Smith states that purchase of an electric heater is not in the interest of the long-term plan. As a quote for an electric heater and installation will be pursued for next week, Mike Smith withdraws the motion pending receipt of additional information. Water usage is discussed. Larry Leonard discusses leak detection needs to reduce overall water usage. The property owner has been informed of the leak on the service line at 14 Forclaz which was discovered during changing of the curb stop valve for this property; the csv was also leaking.
Lightning protection is discussed. A review of the pump stations was done last week with Larry Leonard and the representative from Northeast Lightning Protection. A proposal of recommended actions for protection of the water system equipment from additional lightning damage will be sent. Electrical Engineer Lee Carroll has also been requested to send a quote for recommended protective devices for the water stations. Noted during the review last week was a need for proper grounding rods at Muddy Beach and Reinach stations.

4. Administration

The year to date budget status is reviewed. Line items are reviewed and discussed. Budget is in good shape for December. Ron Sandstrom discusses purchase of the leaf vacuum-blower system for cleaning of ditches this month should funds be available. Ron Sandstrom makes a motion to obtain an updated quote for the leaf vacuum system for next week. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The Asset Management Grant application work will continue Wednesday of this week.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $8,411.33. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The proposed 2017 budget is reviewed. The updated budget includes coverage of health insurance for all three employees. The estimated tax for 2017 is $4.75 per thousand valuation.
Discussion on possible revenue increases for 2017 that would offset the tax increase is held. Mike Smith outlines that should the District update the Beach Ordinance to include a fee for parking permits and a charge for canoe rack space for each season, these revenues would reduce the tax increase impact.

5. Accounts Payable
6. Minutes

The minutes of November 14 are reviewed. Mike Smith makes a motion to approve the minutes of November 14 as presented. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.
The minutes of the non-public session of November 14 are reviewed. Mike Smith makes a motion to approve the minutes of the non-public session of November 14 as presented. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.
The minutes of November 28 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.

7. Commissioners Reports

Larry Leonard questions shoveling of pump houses for this winter and is informed that Norm Garside will continue performing this work.
Larry Leonard discusses the request to Engineer Paul Fluet for creation of a single line drawing for the Muddy Beach piping configuration to be installed with the replacement booster pumps. Larry Leonard states that he and Ian Hayes have created a document that could be used as the drawing at no expense. Discussion ensues on licensed engineers and Engineer of Record for the water system as the appropriate party to create this document.
Mike Smith makes a motion to create a place on the 2017 Warrant for allowing the Board to enter vendor agreements for up to a period of 36 months. Ron Sandstrom seconds the motion. Discussion on the ability to enter a longer-term contract for electricity and propane services that may yield savings is held. A review by the DRA would be needed prior to placement on the 2017 Warrant. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Mike Smith requests Dinah Reiss act as liaison for the EPOA regarding the Lodge and Beach Ordinance updates.
Ron Sandstrom discusses that the proposed 2017 budgets are still being worked on and developed. Any concerns or questions regarding the status of any changes to be proposed should be directed to the office.

8. Signature Items

The Health Insurance renewal paperwork is presented. Ron Sandstrom makes a motion to sign the paperwork for the $20 co-pay plan for 2017. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

The Lodge was requested to be reviewed by the EPOA as wetness on the fireplace and chimney was noted during their last meeting in the building. The Lodge was looked at Friday morning and a 4x8 support beam which runs horizontal across the chimney and supports the roof rafters is decayed to the point where it broke apart when touched. The flashing around the chimney, as viewed from the parking lot above the lodge, appears to be pulled away.
Mike Smith makes a motion to approve up to $2,000 for emergency repairs and securing of the Lodge for the winter. Ron Sandstrom seconds the motion. Discussion is held on ability to repair or replace flashing during cold weather is held. The need to place support beams under the now exposed rafter beams is discussed. The ability to place a tarp or some type of protective layer around the chimney base is discussed. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-1 with Larry Leonard against allocating $2,000 for this work. Information regarding the status of the Lodge and options being outlined within the Warrant will be drafted for the Annual Meeting handout.
Dinah Reiss outlines suggests that the $40,000 lodge repair proposed article be reduced to a smaller amount with repairs to occur over a couple of years as this may be more acceptable to the voters.
The monthly rental check for the Coleman Tower site has been received.
The third party electric supplier has sent the winter forecast for electric costs.
NH Municipal Association has sent the bi-weekly NewsLink.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 10:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM112816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 28, 2016

The Board of Commissioners met at 8:00 am on Monday, November 28, 2016. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:04 am the meeting was called to order by Chairman Ron Sandstrom.
Ron Sandstrom makes a motion to contact Mike Smith by telephone for participation in this meeting. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith is not reached.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that roads are in good condition. Some icing occurred over the Holiday weekend which was responded to. The F-550 and the Terra Star were used. The backhoe will be looked at by Chadwick BaRoss as it is having a transmission issue. Kelly Robitaille discusses the option of obtaining a new sander for the F-550. Cost estimate is $6,500 for a commercial grade 2-yard sander. The completed list for all road and culvert work completed in 2016 has been completed and will be printed for distribution. Larry Leonard reports a driveway wash out at his property due to the water system flushing that was completed. This will be looked at. Kelly Robitaille reports that salt is being ordered today.

3. Water

The programming within the SCADA system to alleviate the pressure loss on Bristenstock and Blinden has been completed. Muddy Beach booster pumps will now respond prior to the Oak pumps beginning to cycle.

4. Administration

The Asset Management Grant application will be worked on this week.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $5,866.34. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 4 checks in the amount of $4,425.75. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes
7. Commissioners Reports

Larry Leonard discusses that a delay in the increase of the new federal minimum for a salaried worker exempt from overtime.
Larry Leonard discusses changing to propane heat at Reinach station for the water system. A chart showing the electricity usage and cost at Reinach is reviewed. Overall system electric usage is reviewed; some stations will show more savings in electric costs by going to off-peak programming than others.

8. Signature Items
9. Correspondence

Granite State Analytical has sent a Happy Thanksgiving notice.

10. Scheduled Appearances

As the representative from Northeast Lightening Protection will not arrive at the office until 9:30 am, Ron Sandstrom requests Larry Leonard meet with the representative for review of protective options for the pump houses.

11. Other Business

The curb stop valve at 23 Huttwil did not operate when the shut off for non-payment of water usage fee was attempted. The valve will be replaced and the customer disconnected until the account is current. Ron Sandstrom outlines making a final attempt at contact with this customer to avoid the need to disconnect once the valve is replaced.

12. Public Comments

At 8:34 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM111416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 14, 2016

The Board of Commissioners met at 8:00 am on Monday, November 14, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add a non-public session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that leaves are being removed from roads, culverts and ditches. The culvert to be placed at 43 Oak Ridge Road will be done this week. The F-550 sander will be worked on this week to prepare the truck for winter operations. The 7400 will be outfitted later in the month. The road grader will be outfitted for plowing after Thanksgiving. The tax payer sand pile will be established this week. Discussion is held on scheduling for plowing operations. A three persons schedule will be worked out. Mike Smith makes a motion to contact Norm Garside for pump house shoveling this winter. Ron Sandstrom seconds the motion and the motion passed 2-0. All watercraft will be removed from the beaches and canoe racks this week. The boat in the parking lot will be posted for removal. Driveway applications and proposed permits are reviewed and discussed. Mike Smith makes a motion to sign the Driveway Permit for Operation for 17 Middle Shore Drive. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to sign the Driveway Permit for Construction with conditions as noted for 14 Blinden Drive. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to sign the Driveway Permit for Construction for 1582 Conway Road for access onto Lucerne Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water

Discussion on completion of the programming for correction of the pressure issues on Bristenstock and Blinden by SCADA programmer Tom Therrien is held. Ian Hayes outlines that discussion with the engineers is continuing on the pressure issue. Ian Hayes will also discuss the throttling back of the valve on Jungfrau that allows flow to Aspen with the Engineers. The materials have been received for the gate valve installation in the DPW yard. The excavation will be contracted through Ian Hayes for this work as exposure of the water main is necessary. If needed, installation may be delayed to spring. Ian Hayes is working with Dana Haley on a heater to be proposed for Reinach. Mike Smith makes a motion to also obtain quotes for Jungfrau and Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. The quote for the metal conduit for the wires to the wells at Muddy Beach is discussed. Quotes are being requested from electricians Brian Bailey and Tim DiPietro. The 2017 Warrant draft is reviewed. An Asset Management Grant for $20,000, with the $10,000 for the VDOE commitment to be paid from the Water System Capital Reserve Fund, for assessing and repairing/replacing as necessary 16 isolation valves that are most critical to the system operation. If the District does not obtain the grant, the Article will be for $10,000 to be paid from the Capital Reserve Fund. Ian Hayes is asked to list the 16 valves to be exercised. Mike Smith makes a motion to add apply for an Asset Management Grant for a match of $10,000 to exercise, repair or replace isolation valves. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to fund the VDOE matching $10,000 for the grant, if approved, from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0. Ian Hayes will review all information collected on the isolation valves over the winter. Updating the Emergency Plan is also on the list of office work to be completed this winter with Ian Hayes. The water system NH DES Sanitary Survey is scheduled for December 13. A request for model booster pumps that should be purchased for Muddy Beach has been sent to Engineer Paul Fluet. A spring 2017 installation is to be planned for the new pumps. Mike Smith makes a motion to have Paul Fluet create a single line drawing for piping within Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have Paul Fluet recommend to proper size for the water line from Muddy Beach to Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain two quotes for the water line extension from Thusis to 65 Appenvel Way. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ian Hayes reports that the curb stop valve to 14 Forclaz was replaced last week. A leak has been detected at this location. Contact with the homeowner is being pursued.

4. Administration

The monthly cash flow report is reviewed. Treasurer Dinah Reiss will request $50,000 from the TAN note be transferred to the operating account.
The balance within the water usage account is discussed. Mike Smith makes a motion to transfer available funds collected through water usage to the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.
The postcard mailer will be worked on this week.
The draft for the 2017 Warrant is reviewed. Mike Smith makes a motion to reconsider the vote to place a parking sticker requirement for the beaches on the Warrant. Ron Sandstrom seconds the motion. Discussion ensues with Mike Smith outlining that Gloria Aspinall could be used for compliance checks of all parking lots. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks in the amount of $11,728.54. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of November 7 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to have Electrical Engineer Lee Carroll quote lightening protection for the pump houses. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items – see Highway
9. Correspondence

Granite State Analytical has sent the monthly water system bacteria test results; clean.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 9:30 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to give Nancy Cole a bonus of $1,500. Ron Sandstrom seconds the motion. Motion passed 2-0.
Ron Sandstrom makes a motion to give Kelly Robitaille a bonus of $1,250. Mike Smith seconds the motion. Motion passed 2-0.
Mike Smith makes a motion to give Jeff DeMartino a bonus of $250. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to pay bonuses the first paycheck in December. Ron Sandstrom seconds the motion. Motion passed 2-0.
Mike Smith makes a motion to have the District pay 100% for employee health insurance beginning January 1, 2017. Ron Sandstrom seconds the motion. Motion passed 2-0.

At 9:50 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM110716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 7, 2016

The Board of Commissioners met at 8:00 am on Monday, November 7, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Burr Phillips of Civil Solutions, LLC (arrived 9:30 am). The meeting was taped for Madison TV.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Ron Sandstrom makes a motion to add a non-public session and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The tax payer sand pile is to be established this week. One application has been received for snow plowing.

3. Water

A quote has been requested for purchase of a propane tank and heater for Reinach station. Muddy Beach and Jungfrau will also be looked at for changing to propane heaters. This item will be added to the action list. Discussion is held on the delay in finalizing the off-peak programming in the SCADA system. This had been rescheduled for last week but was not completed due to an emergency response to another system. The temporary water line at 1 Bristenstock will be drained but left in place for winter. The house will be reconnected to the original feed from Aspen. Ron Sandstrom makes a motion to send a letter to Tom Therrien from the Board for the programming to correct the pumping scenario for correction of the pressure issue on Bristenstock and Blinden by done by next week. Mike Smith seconds the motion and the motion passed 3-0. Extending of isolation valves to six inches below surface is intended for next week. Mike Smith outlines that a curb stop valve located last week is three feet down with no cover over the valve. This will need to be repaired. 7 properties remain with unconfirmed curb stop valve locations from the grouping worked on by Jay Buckley last weekend. 3 houses were posted for pending shut off secondary to non-payment of water usage fees.
Discussion ensues on proposed replacement of the Muddy Beach booster pumps. Mike Smith makes a motion to have Paul Fluet size replacement booster pumps for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to convert the electric service at Muddy Beach to 400-amp service. Ron Sandstrom seconds the motion. Discussion on input from Paul Fluet on the need to upgrade the electric service. Mike Smith moves to amend the motion to ask Paul Fluet if the electric service at Muddy Beach should be upgraded to 400-amp service. Ron Sandstrom seconds the amendment and amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.

4. Administration

A safety meeting was held with the highway department crew last Friday.
An Asset Management Committee meeting is scheduled for tomorrow at 4 pm.
The budget is reviewed. Line items and overall budget status are reviewed and discussed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,776.40. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
Proposed 2017 budgets are reviewed. The changes made last week resulted in a reduction to $467,861. Mike Smith makes a motion to accept this proposed budget and place on the website with notations for the major increases including medical, new Oak Ridge Road loan payment and property-liability insurance premium increase. Ron Sandstrom seconds the motion and the motion passed 3-0.
The listing of potential article items for the 2017 Warrant are reviewed and discussed.
Mike Smith makes a motion to not include the hill on Middle Shore at Geneva on the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article for sale of the Lodge ‘as is’ with a listing price of $199,000. Ron Sandstrom seconds the motion. Discussion on including outline of plan with the handout document for the meeting. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to include an article for $40,000 for Lodge repairs. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against including this item as he feels it may confuse persons to repair a building to be sold.
Ron Sandstrom makes a motion to include an article to close the Lodge. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include creation of a Capital Reserve Fund for water system tanks in the amount of $20,000 to be included in the water usage fee. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include a sticker program for parking at the beaches. Ron Sandstrom seconds the motion. Discussion ensues on process to be established, updating of the Beach Ordinance, and option of beginning with canoe rack space assignment instead of parking passes. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against a parking sticker program.
Ron Sandstrom makes a motion to include a sticker assignment program for canoe rack spaces. Mike Smith seconds the motion and the motion passed 2-1 with Larry Leonard against assigning spaces; leave the racks first come first serve.
Ron Sandstrom makes a motion to purchase a vacuum system for leaf removal from ditches from the Highway Equipment CRF and not include on the warrant. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article for Reinach pressure zone engineering and design in the amount of $16,5000 to be included in the water usage fee. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to not include funding for tree limb removal and brush cut back on the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article to change the classification of two or three Class VI roads to Class V each year. Ron Sandstrom seconds the motion. Discussion ensues on the outline of how residents on Class VI roads can work towards and request reclassification of the road to Class V status on the website. Motion is called to a vote and the motion failed 0-2-1 with Mike Smith abstaining from this vote.
Mike Smith makes a motion to not include crack sealing for Lugano. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include engineering for Little Loop Road in the amount of $5,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Town of Madison has produced and abated a tax bill for the lot at 11 Lakeview which was donated to the District in August.

5. Accounts Payable
6. Minutes

The minutes of October 31 are presented. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith makes a motion to complete the remaining portion of the Eidelweiss Drive culvert installation in the spring. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses waiting for spring to pour the concrete pad behind DPW II.
Ron Sandstrom discusses not waiving any fees for watercraft not removed by November 11 once impounded by the District.

8. Signature Items

A letter to the EPOA outlining lack of funding for tree removal at the Lodge entrance is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 165 is presented. Mike Smith makes a motion to approve purchase order 165 in the amount of $1,400 for parts for sanders and plows. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 166 is presented. Mike Smith makes a motion to approve purchase order 166 in the amount of $2,300 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to Larry Sodano is presented. Mike Smith makes a motion to sign the letter thanking Larry Sodano for his work on the Asset Management Committee and inviting him to stay active with the team as a non-voting member of the Committee. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

The third party electric supplier has sent the October savings report showing $316 saved.
Granite State Analytical has sent a newsletter wishing Happy Thanksgiving to all customers.

10. Scheduled Appearances

Burr Phillips of Civil Solutions LLC discusses engineering needs for the District. He is the Engineer for Bartlett and Jackson. Current rate is $85/hour. Ron Briggs is primary surveyor used for projects. Discussion is held on local recommendations for Mr. Phillips and general road and water system engineering needs for the VDOE.
11. Other Business

Colin Preece of the snowmobile club would like to schedule a walk trhough for the two lots that the new proposed trail would cross. Mike Smith will attend; if unavailable, Larry Leonard will attend.

12. Public Comments

At 10:22 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, 11 (a) employment matters. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea; Mike Smith yea; Larry Leonard yea and the motion passed 3-0.

No motions were made during non-public session.

At 10:45 am Ron Sandstrom makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM103116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 31, 2016

The Board of Commissioners met at 8:00 am on Monday, October 31, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Ron Cranshaw. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add a non-public session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the roads are holding well with the recent rains. The Terra Star has been outfitted for winter operations. The F-550 sander will need a chain and bearings at an estimated cost of $650. Plow edges are needed for the International 7400 at an estimated cost of $250. Rubber edges are recommended for early winter and spring plowing to protect the roads when soft in early winter and late spring at an estimated cost of $400. Total needs for full winter set up is $1,350. Mike Smith makes a motion to approve up to $1,400 for edges, chain and bearings. Ron Sandstrom seconds the motion and the motion passed 3-0. The response to the help wanted ad has resulted in one application and two phone calls. The callers were both hesitant when the on-call status of the position was confirmed. Kelly Robitaille outlines that one reliable part time employee would be manageable.
Trees came down over the weekend on Bristenstock and Middle Shore. The tree on Bristenstock resulted in a call out Sunday morning. The roads are made passable and the trees will be removed today. The first culvert to be placed on Eidelweiss Drive will be done this week. Sand is being delivered and fill removed by Brandon Drew of High St Sand & Gravel. Salt is discussed. The salt side of the tent is ¾ full. Mike Smith makes a motion to order a load of salt after November 15. Ron Sandstrom seconds the motion and the motion passed 3-0. A puddle which forms at the intersection of Blinden and Interlaken is discussed. A culvert may be needed to move this water across the road into established drainage. This will be looked at. Kelly Robitaille reports that the Big Loop culvert was cleaned on Friday. The materials the beavers use to block the culvert were removed.
Curb stop valve (CSV) locating is discussed. Mike Smith outlines that CSV’s have been located as far as 3 feet underground. Mike Smith makes a motion to use the backhoe as needed for CSV locating efforts. Ron Sandstrom seconds the motion. Discussion ensues on other focus for the Highway Department and the lateness in the year for exposing valves. Motion is called to a vote and the motion passed 3-0.
Upcoming classes offered by the UNH Technology Transfer Center (UNH T2) are discussed. Kelly Robitaille will need to recertify with the culvert maintainer program. A class will be identified for enrollment. There is a Green Snow Pro class on November 15 available. Ron Sandstrom makes a motion to enroll Kelly Robitaille and Jeff DeMartino in the class. Mike Smith seconds the motion and the motion passed 3-0.

3. Water

Information is expected from the engineers and water operator on protection of the temporary line at 1 Bristenstock and for recommendations on alleviating the pressure loss that occurs at this property. If information is not received, establishing a conference call for Monday, November 7 during the Commissioners meeting with the engineers and water operator is discussed. This will be set up if needed.
The requested quote from the electrician for placing of the metal conduit at Muddy Beach to protect the lines from wells to the pump house has been received. Quote is $5,900 with placement of a secondary protected line. Mike Smith makes a motion to approve placement of the conduit for Muddy Beach. Ron Sandstrom seconds the motion. Discussion ensues regarding obtaining of a second quote. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain a second quote. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to obtain a quote for lightening protection, by location, for all pump houses. Larry Leonard seconds the motion and the motion passed 3-0.
Dana Haley is working with Ian Hayes to estimate pricing for placing of a propane tank and heater at the Reinach station.
Larry Leonard outlines that a puddle exists near the end of a driveway on Eidelweiss Drive across from Big Loop. The area will be checked for a possible CSV leak.

4. Administration

A safety meeting will be scheduled for Friday, November 4 at 12:30 as Kelly Robitaille will be on vacation November 7.
The Asset Management Committee is discussed. Reduction of the Committee size to 5 persons is discussed. Re-validation of intent for the 5 members will be done. Mike Smith makes a motion to reduce the Asset Management Committee to the 5 persons whom have attended the most meetings. Ron Sandstrom seconds the motion and the motion passed 3-0. Thank you letters to the other members not among the 5 chosen will be sent.
Health insurance options for January 1, 2017 are reviewed and discussed. For the District to reimburse employees for a portion of the higher co-pay option, a flexible spending account or health insurance savings account would need to be established. As these accounts carry administrative fees and tax implication to employees, pursuit is not recommended. Mike Smith discusses establishing a bank account of $100 per employee for reimbursement of $10 per medical visit for which a $20 co-pay is charged. Mike Smith makes a motion to approve the AB20, $20 co-pay plan for 2017. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to review reimbursement options for employee co-pays in 2017 with the elected 2017 Board of Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.
Proposed budgets for 2017 are reviewed and discussed by line item. Clarification of water system and highway line items will be completed on the spreadsheet.
Larry Leonard makes a motion to reduce administration/supplies to $2000. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to reduce administration/printing to $3,000. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to reduce administration/telecommunications to $1,600. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to reduce administration/safety to $1,000. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce legal to $4,000. Larry Leonard seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to reduce Bldngs & Grounds/electricity to $2,300. Mike Smith seconds the motion and the motion failed 1-2 with Mike Smith and Ron Sandstrom against as this reduction is too close to actual to incur any cost increase.
Mike Smith makes a motion to reduce Misc/Training/Cklist to $1,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce fuel to $14,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce salt to $14,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to increase gravel to $15,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce subcontract equipment to $3,500. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce street lighting to $1,250. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce parks & rec to $7,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce water/electricity to $23,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce water/pump house repairs to $42,000. Larry Leonard seconds the motion and the motion passed 2-1 with Ron Sandstrom against reducing this line item.
Mike Smith makes a motion to reduce water/treatment to $4,000. Larry Leonard seconds the motion. Discussion on potential need for two NaOH fills next year is held. Motion is called to vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom against reducing a line item to below needs.
Mike Smith makes a motion to increase water/engineering to $3,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to increase water/heating to $2,250. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against increasing this line item.
Mike Smith makes a motion to reduce water/telemetry to $4,000. Larry Leonard seconds the motion and the motion passed 3-0.
Other items that may be included on the 2017 Warrant are discussed. These items include repair to the hill on Middle Shore at Geneva; lodge repairs; establishing a CRF for water system tanks; vacuum system for leaf removal from ditch lines; crack sealing of Lugano; establishing a beach parking sticker pass; and engineering of Little Loop Road for drainage corrections.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 9 checks for $16,155.08. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of October 24 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard reports that Burr Phillips, engineer, will attend next Monday’s meeting.

8. Signature Items

Letter to property owner of 55 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter regarding needed changes to the driveway at 55 Eidelweiss Drive for protection of the road. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to the property owner of 14 Blinden is presented. Mike Smith makes a motion to sign the letter regarding placement of a driveway culvert without a permit. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to property owner of 1582 Conway Road is presented. Mike Smith makes a motion to sign the letter regarding creation of a new driveway without a permit. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to the property owner of 43 Oak Ridge is presented. Mike Smith makes a motion to sign the letter outlining the intended corrections to the driveway culvert at this property. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work Order 1133 is presented. Mike Smith makes a motion to sign work order 1133 for corrective replacement of the driveway culvert at 43 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work Order 1132 is presented. Mike Smith makes a motion to sign work order 1132 for driveway inspection of completed driveway at 17 Middle Shore. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 164 is presented. Mike Smith makes a motion to approve purchase order 164 in the amount of $555 for directional flow arrows for the pump houses. Ron Sandstrom seconds the motion. Discussion ensues with Larry Leonard outlining a less costly alternative that was located on line. Alternative previously reviewed and not acted upon as stick on arrows will not stay in place on the pipes secondary to the dampness within the pump houses. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against the costlier option.

9. Correspondence

NH DES has sent notification of a 2017 Asset Management Grant. Mike Smith makes a motion to request the Asset Management Committee meet to review and make recommendations on this grant and possible application by the VDOE prior to November 14. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly NewsLink.
Mark Norton has sent a request for reduction in fees for retrieval of water craft which has already been discussed.
The monthly rental check for the Coleman Tower Site has been received.

10. Scheduled Appearances

Ron Cranshaw has come to the meeting to request a reduction to the $100 fine for retrieval of his kayak. The kayak was left on a beach and impounded. Mike Smith makes a motion to reduce the fine to $50. Larry Leonard seconds the motion. Discussion ensues on reducing fees and compliance with regulations as stated. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining. Ron Sandstrom makes a motion to recommend reduction of the fine to $50 per watercraft within the policies at the Public Hearing to be held January 20, 2017. Mike Smith seconds the motion and the motion passed 3-0.
A written request for reduction of the $100 fine per watercraft has been received from resident Mark Norton for his two watercrafts that have been impounded. Mike Smith makes a motion to reduce the fine to $100 total. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining from reducing posted fines.

11. Other Business

The UNH T2 classes and reduction of Asset Management Committee size have already been discussed.

Mike Smith makes a motion to approve a time off request from Nancy Cole. Ron Sandstrom second the motion and the motion passed 3-0.
Mike Smith makes a motion to approve a time off request from Kelly Robitaille. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:10 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, 11 (c) reputation. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea; Mike Smith yea; Larry Leonard yea and the motion passed 3-0.

No motions were made during non-public session.

At 10:22 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/11/CM102416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 24, 2016

The Board of Commissioners met at 8:00 am on Monday, October 24, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda as presented. Mike Smith seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all roads were checked this morning and are in good shape with the recent rains. 3 inches of rain fell over the weekend. All culverts have been inspected and cleaned to below the 50% level. The whirl-a-way was used where needed. Kelly Robitaille met with the property owner of 58 Oak Ridge Road. A driveway culvert will not correct the issue this driveway is having as the driveway slopes away from the road. The area will be sloped away from the end of the driveway to better protect the driveway from road runoff. 43 Oak Ridge Road is discussed. Information on this complaint has been located that dates to 2006. The culvert under the driveway will need to be raised and the outlet area filled for safety of travelers. Mike Smith discusses sending a letter to the property owner that the work will be done by the DPW. Mike Smith makes a motion to raise the culvert, move the culvert down slope for better effectiveness, and fill the inlet and outlet areas with rip rap by November 10. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille states that all equipment is in good condition. The Terra-Star will be outfitted for winter operations this week. Part time snow plow operators are discussed. One application has been received. The need for a backup plan in the event of an emergency is discussed. Mike Smith makes a motion to run the ad again. Ron Sandstrom seconds the motion and the motion passed 3-0. All culvert and road work completed this year will be updated by Kelly Robitaille and turned into the office. Sand deliveries are scheduled to begin today from High Street Sand & Gravel. Fill will be removed from behind DPW II for return trips to the High Street pit. Eidelweiss Drive culverts are anticipated for installation next week. Tony Eldridge will be applying for two vacation days to assist in this work. Protection of picnic tables and rafts on the beaches is discussed. The picnic tables will be stood on end. The ladders will be removed from the rafts. The beaches will be smoothed from the tire tracks currently existing from removing the rafts.

3. Water

The new panel at Reinach station was installed last week. A follow-up will be sent to Ian Hayes on the pressure tests for Blinden and Bristenstock.

4. Administration

A safety meeting is scheduled for November 7 following the Commissioners meeting.
The isolation valve form has been updated by Ron Sandstrom. The update includes addition of flow and shut down information for each valve. The sketch area will be increased in size and the photograph box removed. The next Asset Management meeting is scheduled for November 13th at 10 am.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,918.34. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The Workers Compensation insurance renewal is reviewed. Mike Smith makes a motion to accept the renewal as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The Unemployment Compensation insurance renewal is presented. Mike Smith makes a motion to accept the renewal as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The health insurance renewal is presented. Ron Sandstrom makes a motion to renew the health insurance using the AB10 plan. Mike Smith seconds the motion. Discussion ensues on additional savings on monthly premium for employees and the District if the $20 co-pay plan is chosen. Discussion ensues on reimbursing employees $10 for any $20 co-pay paid. The option of reimbursing in this manner will be looked into. Ron Sandstrom withdraws the motion for additional information to be obtained.
The motion log is reviewed. A question of establishing a meeting with local engineer is raised. Setting the meeting for a Monday Commissioners meeting will be done.

5. Accounts Payable
6. Minutes

The minutes of October 3 are presented. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.
The minutes of October 5 are presented. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.
The minutes of October 17 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports
8. Signature Items

Driveway permit for construction for 1 Schwyz is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 1 Schwyz. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion ensues on updating the penalty provision of the Driveway Ordinance. A penalty of up to $175 per day for any infraction is currently shown. Mike Smith makes a motion to update the penalty to a $500 fine. Ron Sandstrom seconds the motion and the motion passed 3-0. Wording will be drafted for review by the Board. The Ordinance will also be checked for wording regarding driveway channel grates.
Work Order 1131 is presented. Mike Smith makes a motion to approve work order 1131 for installation of the gate valve and blow off on the DPW water line. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against expending these funds at this time.
Purchase order 136 is presented. Mike Smith makes a motion to approve purchase order 136 for sand in the amount of $4,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the Malkasian’s of 19 Oak Ridge Road is presented. Mike Smith makes a motion to sign the letter outlining the result of the October 5 Engineers review and confirmation of the completion of the repairs to the road in the area. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the pH readings for October. Readings are in correct range.
Suzanne Malkasian has requested the results of the October 5 engineering review in writing with confirmation of the completed road repairs to the area. This has been done.
Shawn’s Tree Service has sent a quote for removal of trees over the walkway to the Lodge. Quote is for $2,970. Mike Smith makes a motion to send a letter to the EPOA with the quotes stating that VDOE cannot fund this work at this time. Ron Sandstrom seconds the motion and the motion passed 3-0.
Health Trust has sent the 2017 rate information for available plans. This has been reviewed.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 9:00 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator